Secretary to the Head of Division

• Assist the Head of Division with administrative and logistic support functions and general calendar coordination (agenda, incoming calls).
• Maintain regular contacts with delegations and embassies, and with other services within the organization.
• Provide support for the organization of meetings: send invitations, book rooms, register visitors, request accreditation for high-level visitors and compile folders of working documents.
• Monitor Division deadlines and assign incoming requests.
• Organize missions of the Head of Division: mission orders, statements of expenses, book travel and accommodation.
• Support the Head of Division with the management of human resources and welcoming of newcomers.
• Ensure document management functions: register, filter, and distribute incoming mail.
• Act as back-up to the other Division Assistant.

What they ask

• Have passed a valid EPSO CAST exam in a valid function group for this post, or be registered in the EPSO Permanent CAST.
• Have a level of post-secondary education attested by a diploma or a level of secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of three years.
• Have the capacity to work in the languages of the CFSP and external relations (English and French) necessary for the performance of duties.
• Be a national of one of the Member States of the European Union and enjoy full rights as a citizen.

Preferences.

• Good organizational and secretarial skills.
• Good drafting and communication skills.
• Good computer skills.
• Good knowledge of English and Spanish (orally and in writing).
• Ability to quickly adapt to a new working environment.
• Be a good team-player.
• Knowledge of external relations, internal policies, and functioning of the Union.
• Knowledge of French.
• Command of EU specialized IT tools and applications (ARES, Sysper2, e-brief, Decide, MIPS).
• Experience of working in a team in a multi-disciplinary and multi-cultural environment.
• Experience in working with or within EU institutions or Delegations, in a national diplomatic service, or in a multi-disciplinary and multi-cultural environment.

• A declaration of potential conflict of interest must be submitted.
• Medical clearance is required prior to contract signing.
• A security clearance at the level of SECRET UE/EU SECRET is required.